Guide to Campus Living

Access to Resident Rooms

The University recognizes residents’ rights to privacy but maintains the right for its personnel to enter resident premises for:

• Routine and immediate maintenance, and maintenance inspections.
• During scheduled Room or Health & Safety Inspections.
• When a state fire marshal or other official comes to the buildings to do an inspection.
• In the event of emergencies or when there is reasonable evidence of imminent danger to life, safety, health or property, e.g., fire.
• When a condition is observed that is prohibited by the License Agreement or SUNY Old Westbury policies and regulations.
• When it is reasonably believed that a resident is using an assigned space in a manner contrary to the provisions of the License Agreement or SUNY Old Westbury policies and regulations.

Where there is reasonable cause to believe that any of these conditions exist and before entering a resident’s premises for any of the above noted reasons, University personnel will knock and announce themselves. If there is no response, this procedure will be repeated twice (for a total of three knocks.) If there is still no response, University personnel will announce they are entering the premises before keying into the room. When consent is not able to be provided, the room may be entered without the student’s permission and items in plain view that are specifically prohibited or pose an immediate danger to the room, safety or life will be removed. SUNY Old Westbury staff will make attempts wherever possible to provide advance notice to residents when access to the room is required.

Please note that staff from Facilities, outside vendors, etc., are always accompanied by Office of Residential Life staff members.

At the close of the residence halls and during breaks, Residential Life staff will enter rooms to check to ensure that all closing check list items have been completed; for example, appliances are unplugged, trash removed, open windows closed, lights turned off, doors locked etc.

Detailed instructions will be provided through publications and during floor meetings held by your hall staff. Failure to abide by checkout instructions could result in damage charges.

Bicycles

Bicycles may not be chained to railings, left in lounges, public areas or stored anywhere that might hamper the exit of resident students during an emergency.

Care of Rooms

It is the student’s responsibility to keep their room clean. The responsibility of cleaning the room is to be shared among roommates. The responsibility of cleaning the common area and the suite bathroom is to be shared among suitemates. Failure to keep the room and bathroom area clean can result in damage charges and/or disciplinary action. Residents may be given notification that the cleanliness of the space is not to standard and will need to be addressed. If the issue is extensive, or repetitive, damage charges may be assessed to the resident’s account. Whenever possible, damage charges are split equally among residents, unless one or more residents of the space take responsibility for the totality of the charges.

Children in Residence Halls

It is the judgment of the University Officers, in consultation with the University community, the University Council, and SUNY that children (referring to those under the age of 17) are not allowed to reside within the residence halls unless they are enrolled in the University and have been approved.

See also Minors in Housing

Code for Student Conduct

The Code for Student Conduct (“Code”) is comprised of rules and regulations designed by SUNY Old Westbury to meet its particular needs and expectations. The Code is intended to protect the rights, personal security, and property of individuals and groups within the University community as well as the University community as a whole. Further, its intent is to restrain behavior detrimental to learning or contrary to the University's goals. The Code for Student Conduct informs members of the University community of expected conduct, prohibited conduct, and disciplinary procedures and sanctions applicable for violations of the code. As a student, it is your responsibility to be familiar with and adhere to the Code for Student Conduct.

Be aware that all violations of the Code for Student Conduct ("Code") may result in disciplinary proceedings from the Office of Residential Life staff, as well as follow up by the Office of Student Conduct or their designee. Residential Life staff can issue sanctions for violations of the Code, including but not limited to, reprimands, restitution, denial, or restriction of the use of University facilities, room change, disciplinary probation, fixed term suspension from the residence halls, and expulsion from the residence halls. For more information regarding the Office of Student Conduct and Code for Student Conduct, please review the information on the following website:

Code for Student Conduct

Common Area Cleaning

Community members are expected to treat common areas with respect and clean up after themselves. The custodial staff cleans common public areas such as stairwells, lounges, common bathrooms (in the Woodlands) and hallways. Failure to keep common areas and bathrooms clean can result in damage charges and/or disciplinary action.

Compliance with Staff

Residents and their guests and visitors are expected to follow the instructions of Residential Life and University staff (including University administrators, University Police Officers, RHDs, and Resident Assistants) in the performance of their duties. Non-compliance with, abuse or threat of abuse to (either physical or verbal), or any behavior which willfully restricts or prevents a member of the Residential Life or University staff from effectively executing their responsibilities will result in serious disciplinary action, up to and including expulsion from the University. Disruptive visitors and guests may be removed from campus, banned from campus, issued a citation, and arrested.

Confiscation

Items which are prohibited or which pose a danger to health and safety are subject to confiscation and the resident may be subject to disciplinary action. Alcohol, drugs, drug paraphernalia and weapons confiscated will not be returned. All other items may be coordinated for pick up and removal from the halls with your RHD, within 10 days after which the items may be discarded.

See also Prohibited Items, and Room or Health & Safety Inspections

Electrical Appliances/Energy Conservation

The electrical circuitry of the residence halls is not designed to handle certain electrical equipment or appliances. Equipment such as hair dryers, curling irons and clothing irons should be used with extreme caution and should be unplugged immediately following their use.

Use of refrigerators (see Refrigerators) and personal computers is permissible, providing they are within approved parameters. Wires and cords should never be placed under rugs or across walking paths. No appliances with frayed cords or damaged plugs should be used, nor may residents tamper with or change the electrical fixtures or wiring in the residence halls.

Residents are advised to check with a residence hall staff member before using any electrical appliance or piece of equipment in the residence halls. Residents should be advised that if any prohibited electrical equipment or appliances are found, they will be confiscated, and disciplinary action will follow.

More information on Prohibited Items

See also Confiscation, Prohibited Items, and Room or Health & Safety Inspections

Elevators

Riding on top of, tampering with or damaging elevator equipment is strictly prohibited. Should the elevator break down during operation, contact University Police at (516) 876-3333 for assistance.

Emergencies – Contact UPD: (516) 876-3333

Officers of the University Police Department are available 24 hours a day, 365 days of the year, and can be reached by calling (516) 876-3333. If you are experiencing or witnessing an emergency, please contact them immediately.

As a precaution we encourage all students to have the UPD number saved and easily accessible on their mobile phones.

Emergency Contact & Missing Student Contact

All resident students are required to complete the emergency contact and missing student contact forms. Students may update this information by contacting the Office of Residential Life. We ask that students provide contacts for both emergencies and missing persons. For example, if there were a serious medical emergency that required notification to a supporter, Residential Life would reach out to your emergency contact. If you had been identified or reported as missing, Residential Life may reach out to your missing persons contact following guidance from SUNY Old Westbury and the University Police Department. Some students choose to identify the same person for both contacts.

Emergency Exit / Fire Doors

Any additions may be added per NY State Law and Fire Code. Emergency Exit doors are alarmed and should only be used in case of emergency, such as when the fire alarm is sounding. Tampering, blocking, and/or exiting with Emergency Exit / Fire Doors (in a non-emergency) poses a serious risk to the community and will likely result in sanctions.

Extension Cords

Extension cords are expressly forbidden in residence halls. Along with candles, they have been the cause of many fires in residence halls. For everyone’s safety:

Only UL approved surge protector power strips are permitted. The UL symbol (shown below) must be clearly displayed. Residential Life recommends checking for this symbol before making any purchases for your residence hall space.

Surge protectors must have an off/on switch

See also prohibited items list

Fire Alarms

Take activated fire alarms seriously. When the fire alarm sounds, all residents must immediately vacate the building as quickly as possible by following the procedures as outlined below. Failure to evacuate in a timely manner (within 3 minutes) during a fire alarm puts your life as well as the lives of emergency responders in jeopardy. Doing so will result in disciplinary action.

Fire Alarm Evacuation Procedures

Upon hearing an activated fire alarm, remain calm.

DO NOT OPEN HOT DOORS – Feel the top of the doors with the back of your hand before opening any door. If the door is hot to touch, do not open. If cool to touch, open the door slowly and stay behind the door while opening it. Close all doors immediately after entering or exiting. If you are caught in a room and cannot leave, try to seal cracks around the door to prevent smoke from entering.

Proceed to evacuate the building using the nearest exit door to the staircase located off the hallway on each wing of every floor, as well as in the center of the building.

If smoke is encountered during your exit, do not walk upright-- crawl. The air is cooler and less toxic near the floor.

Do not use the elevators.

Close doors behind you as you exit, to help contain fire.

Follow the directives of Residential Life staff, University Police, and emergency responders as you exit the building.

Once exiting the building at ground level, walk to the designated residential hall assembly area (50 feet away from the building). Stay out of the pathway of vehicles and emergency responders.

No one shall be allowed to return to the halls for any reason until directed to do so by University Police and the Residential Life staff.

Fire Safety Training

All residents are required to participate in yearly Fire Safety Training. New freshman and transfers are required to do this as part of the Week of Welcome activities. Returning students will receive a refresher by RAs as part of the mandatory floor meeting. If you miss the training, it is your responsibility to follow up with staff to receive the information.

Fire/Smoke

If you see smoke or fire (and no alarm is sounding) follow the Fire Alarm Evacuation Procedures. On the route, as you exit, pull the nearest manual fire alarm pull station to activate the alarm and to evacuate the building. If you are unable to do this, please call UPD at (516) 876-3333.

Furnishings

Depending on its design and capacity, each student room is furnished with, including but not limited to, one each of the following for each student: desk chair, bed, mattress, desk, wardrobe, nightstand, and dresser. The resident is responsible for the proper care and use of all furnishings. All items in the room are expected to be returned in the same condition they were at the point of occupancy by the resident of the room.

Residents may rearrange furniture in the room in a reasonable manner as long as roommates agree upon the arrangement. Furniture must remain on the floor and may not be suspended or placed on supports of any kind, which includes bed risers. Furnishings and any items brought into the room may not be arranged in a manner that prevents clear access to exits, including windows. Residents may not move furniture from one room to another, nor may residents remove lounge furniture from any lounge or common areas.

Residents are permitted to bring personal items, such as rugs, throw pillows, lamps, and bedspreads. However, all rugs, curtains, and tapestries must have a fire retardant/flame retardant label (NFPA 701, ASTM E-84) affixed to the fabric. Residents are not permitted to drape, or otherwise cover, lights or hang items from the ceilings. Paper or other flammable decorations (posters, collages, etc.) should be used in moderation. More than 50% of the wall may not be covered by any item and they may not be placed in a manner which could fall onto a person’s face while sleeping. Futons are prohibited.

Furnishings – Lounge

Lounge furniture must remain in their respective lounges. Residents may not move lounge furniture into their room. If the resident is found in possession of lounge furniture, they will be required to return it to the appropriate lounge. Additional disciplinary action and / or fees may be incurred if deemed appropriate.

Heating and Air Conditioning Policies and Procedures

In line with the University’s Energy Conservation Policy, Woodlands residence halls are maintained during the winter (Typically October 15th – April 15th) between 68◦F and 72◦F. During the summer months, air conditioning typically operates within a 72◦F - 75◦F range. To help the units function, students should not block the intake of the room units (at the bottom of the unit) or the vents on top of the unit. Unit controls should be set and left on auto and windows should be closed.

Please note that variable conditions outside can impact the heating system. For example, when outside temperature is 60◦F or above the units may not heat. If you have concerns regarding your heating or cooling, please follow the following procedure.

Heating Issue Procedure

Heat issues during the winter are taken seriously. If you believe you have a heating issue in your room, please contact a Residential Life staff member (in your hall or in the main office) immediately. If you are unable to reach a staff member, please contact University Police for assistance. The following procedure should then follow:

1. Residential life staff members will measure the temperature of the room using a thermometer.
2. If the heat is below an acceptable range (Less than 68◦F) then the Heat Plant will be called.
3. Heat Plant staff will work to correct the issue as soon as possible.

Please note students are not permitted to use space heaters as they cause fires. Concerns regarding cooling are managed in a similar fashion.

See Prohibited Items

Identification

Identification must be available upon request to all Residential Life staff members (i.e. Residence Hall Directors, Resident Assistants, Desk Attendants, University Police, etc.). Student ID cards are non-transferable (just like room keys) meaning you may not give your Student ID card to another individual to gain access to University facilities or events.

Should you lose your Student ID card you should notify your RHD so that door access to the hall can be deactivated. You should also deactivate your ID Card to ensure that your panther dollars and meals are protected. To deactivate your card, log into the student portal, navigate to Campus Life, Panther Card, and on the menu select Deactivate Card. If you have difficulty navigating the process, please contact the Panther Card (ID) Office.

Kitchenette

Each Woodland Hall is equipped with a Kitchenette on the first floor.

Academic Village is equipped with Kitchenettes in various locations:

• Laundry Room (next to Anthony Hall)
• 3rd Floor Lounge in Anthony Lounge
• 3rd Floor Lounge in Bolivar Lounge
• 3rd Floor Lounge in King Lounge
• 4th Floor Lounge in Roosevelt Lounge

Maintaining the kitchenettes is the responsibility of the student who last used the facility. If the student has not cleaned after themselves, they will be sanctioned with up to and including the loss of privileges of using the kitchenette again. If repeated issues occur and the responsible parties cannot be identified the kitchenette may be closed for a period of time.

You may not leave the stove or microwave unattended for any period of time. Doing so poses a very serious safety risk.

Residents may cook in the kitchenettes (located in the first-floor lounges of the Woodlands Halls, or lounges of the Academic Village Halls) or appropriately use common area microwaves. When cooking, you may not leave the stove or microwave unattended for any time. Doing so poses a very serious safety risk.

Cooking is prohibited within resident rooms or in the common areas of suites.

Limitation of University Liability

The University cannot be held responsible for loss of or damage to personal possessions in student rooms or suites resulting from fire, theft, leaks, vandalism, confiscation, mechanical failure or acts of nature. Residents are encouraged to carry personal property insurance.

Lock-Outs

You are expected to carry your Student ID and keys with you at all times. If you are locked out of your room, you should contact the appropriate person(s) working in your residential hall RA/RHD office at the time. Please be aware that lockouts are not considered to be emergencies or priorities, and you may experience delays in obtaining a response to your request. You will be required to show your University ID to verify your Residence Hall assignment.

Loitering

Loitering in front of the halls, hallways, fire exits and in the lobby is prohibited at any time.

Mandatory Reporting and Prevention of Child Sexual Abuse

Any employee, student of or volunteer for the State University of New York who witnesses or has reasonable cause to suspect any sexual abuse of a child occurring on the State University property or while off campus during official State University business or University-sponsored events shall have an affirmative obligation to report such conduct to the relevant University Police Department immediately. Such a report should include the names of the victim and the assailant (if known), other identifying information about the victim and assailant, the location of the activity and the nature of the activity.

Medical Waste

Any resident with a medical condition must dispose of medical waste in an appropriate manner. Students should consult with professionals at Student Health about the appropriate disposal of medical waste.

See also Student Health

Missing Student Protocol

What Does Missing Mean?

A Residential Student will be considered missing if the following circumstances apply:

• They are overdue in reaching a predetermined destination by more than 24 hours past their expected arrival time.
• After checking their University residential space, evidence supports the view that they are not present there, and preliminary efforts to contact the student fail.

Additional factors may be used by University officials to determine whether a student is missing depending on circumstances.

This policy is designated for those students living within University housing. In the event of a missing student, the Office of Residential Life will also work directly with the University Police Department to verify cases in which a person may not be missing but has voluntarily left their items at their campus residence.

Each student living within the residence halls is required to list an Emergency Contact by completing the Emergency Contact section of their housing application. The student should notify the Emergency Contact that they have been designated as an Emergency Contact. This information will be maintained in Office of Residential Life records, which will be immediately accessible by University staff who implement this policy. In the event of a determination that the student is missing, the University will attempt to notify the listed Emergency Contact within 24 hours.

At any point during a student's enrollment, they may choose to register or change Emergency Contact information with the University by notifying the Office of Residential Life. This information is confidential but may be released to the University Police and University staff as needed to carry out this policy's purposes.

To notify staff of a potential missing student, please contact the Office of Residential Life or University Police.

Please be prepared to provide as much information as possible.

Residential Life staff will immediately contact the University Police Department when a student is reported missing.

The University Police will be responsible for filing all related missing person reports with other agencies as may be required and conduct an investigation.

No later than 24 hours after a student is reported missing, the VPSA or their designee will be responsible for contacting the appropriate Emergency Contacts as established above.

The VPSA or their designee will notify the parent or legal guardian and missing student contact person no later than 24 hours after a student is determined to be missing if they are under 18 years of age.

Residential Life staff will serve as support personnel when a student is determined missing and make appropriate contacts within the University (Counseling Center, Dean of Students, academic dean of student's school, and University Police).

Noise

Living in a residence hall requires students to develop sensitivity to the needs and rights of others. The noise that you make (through TV, music, loud talking/laughing/and yelling etc.) may be offensive or disturbing to others. The following noise policy is in effect:

• 24-hour courtesy hours. Residents are expected to monitor their own noise levels and to initiate and respond to requests for noise reduction in a courteous and respectful manner. When others fail to respond to the request for lowering noise, the resident should seek assistance from a Resident Assistant.
• Quiet hours are observed from 10:00 p.m. through 8:00 a.m. unless otherwise stated, e.g. 24-hour quiet periods during finals.
• Noise or music should not extend outside your room/bathrooms.
• No stereo speakers, radios, etc. are permitted at or near windows.
• No music or excessive noise is allowed in the hallways and in front of the halls except with written permission from the Office of Residential Life.
• Any excessively loud stereo equipment (i.e. DJ equipment) is not allowed to be used in the residence halls and may be subject to confiscation by University staff.
• During the final exam period all halls are 24-hour quiet. The date on which 24-hour quiet begins will be posted within the halls.

Open Flames

Use of candles (including birthday candles), incense, wax melters, oil lamps, or any other item using open flames are strictly prohibited in the residence halls. These items are prohibited whether they are in use or not.

Parties and Authorized Events

Individuals (non-resident students) attending authorized parties and special events at the University are not considered authorized visitors for either overnight or day visitation purposes. The presence of such individuals on the campus is governed by the authorization filed pursuant to the regulations on parties and events in the Center for Student Leadership and Involvement (CSLI).

Pets

Residents may keep an aquarium, for non-poisonous fish only, in their rooms. The aquarium must be in good repair and no larger than 5 gallons. No other pets of any kind are allowed in the residence halls.

Prohibited Items

Residents are prohibited from possessing or using the following items in the residence halls:

• Firearms or other weapons (or reasonable facsimiles thereof)
• Knives (outside of those for the sole purpose of cooking) and/or switchblades
• Alcohol beverages/liquors
• Alcohol bottles, cans, and containers used for decorative or any other purpose
• Alcohol paraphernalia including but not limited to: Kegs, Beer Ball, taps, shot glasses, beer pong tables, funnels, etc.
• Illegal Drugs & prescription medications not in your name
• Drug paraphernalia – Hookahs, grinders etc.
• Candles, incense, wax melters, or anything with that can have an open flame, even if not in use
• Halogen bulbs/ lights, medusa lamps, lava lamps, oil and gas lamps, and any lamps with more than 2 heads/bulbs
• Cooking appliances or other high-wattage equipment, such as hot plates/pots, electric coffee pots, immersion heaters, popcorn poppers, electrical heaters, electric frying pans, deep fat fryers, electric woks, microwave ovens, stoves, toaster ovens, refrigerators over 4.2 cubic feet or any other appliance more than 1,000 watts, with the exception of handheld hair dryers
• Air conditioners, electric heaters, and heated blankets
• Non-Surge Protected extension cords or octopuses, or extension splitters
• Futons, Waterbeds, or any mattress not approved by Residential Life
• Bed Risers / cinder blocks or other materials used to elevate the bed posts
• Hoverboards, electric scooters, e-bikes, or any other device that utilizes lithium-ion batteries
• Any product which has been recalled for safety reasons
• Non-battery powered string lights or rope lights

See Prohibited Items for more information

Any additions may be added per NY State Law and Fire Code. Please note: Residents are personally liable for damage or injuries resulting from the use of unsafe appliances. The Office of Residential Life reserves the right to update and amend this list at any point. For the most up to date listing please go to our website.

See also Room and Safety Inspection, and Confiscation.

Quiet Hours

Quiet hours are observed from 10:00 p.m. through 8:00 a.m. unless otherwise stated, e.g. 24-hour quiet hours during final examinations.

Twenty-four (24) Hour Quiet Hours are strictly enforced during examination periods.

Repeat violators of quiet hours will be subject to disciplinary action, including confiscation of the equipment associated with the violations. Disruptive, loud behavior or playing loud music in or around the residence halls is not permitted.

Refrigerators

A student is permitted to have a refrigerator in their room provided that it meets the following specifications: must not exceed 115-200 volts, maximum power 2.0 running amps, maximum capacity of 4.2 cubic feet, UL-approved and in good working condition, and arranged in the room in a manner that permits of 2" clearance on all sides. No refrigerator will be allowed in a common or suite area. All refrigerators must be emptied, unplugged, defrosted, and cleaned before each recess period. Check with a Residential Life staff member for further information or clarification.

Any fridge units which are contracted with an outside vendor, including but not limited to Microfridges, fall solely under the responsibility of the renter and supplier: Neither the University, the Office of Residential Life nor the Division of Student Affairs is responsible for fulfilling any aspect of the agreement between the vendor and the renter.

Restricted Areas/Unauthorized Entry

No one is permitted on the roof of any building; on the edge, sill or railing of windows or on the fire escapes. Furthermore, no one is allowed to drop or suspend any objects from windows, roofs or fire escapes. Your window screens should always be in place. Damaged or missing screens will be billed to the student. This also includes unauthorized entry into bathrooms. Please respect the gender designation of our bathrooms. A guest bathroom is available in the lobby area of each Woodlands Hall. Any unoccupied residence halls or rooms are restricted areas to all students. Additionally, resident students are not permitted to access the basement of any residence hall.

Room Door Decorations

In compliance with NYS Fire Code, SUNY Old Westbury has created the following policy for decorations on student room/suite doors: Decoration of each door should only consist of name tags, dry erase boards and one 8-1/2"X11" sheet of paper per student, but at no point will have more than 50% covered.

Please note that stickers and other adhesives on the door may cause damage to the door finish which may be billed per our damage charge policies. Any student found in violation of this policy will be required to remove the additional decorations on the door.

Each door is required to have a door tag. All decorations on door must fit inside the door frame and cannot have any explicit language or mentions of drugs/alcohol and may not exceed 50% of the door

Room and Mailbox Keys-Lost/Broken

All keys issued are the property of the University. Keys may not be duplicated or transferred to other people. Keys must be presented when requested by University administrators, University Police, Residence Hall Directors, and Resident Assistants.

Keys must be returned to the appropriate locations to avoid unnecessary billing charges. Lost or found keys should be returned to the building Resident Assistant (RA) Office or the Resident Hall Director (RHD) Office when the student leaves / checks out of housing or at the end of each semester.

Students must appropriately inform the Office of Residential Life or a student or professional staff member within 24 hours of keys being misplaced or lost.

Keys must be surrendered immediately upon termination of this License Agreement.

Room or Health & Safety Inspections

When conducting Room or Health and Safety Inspections, and before entering a resident’s premises, residential life staff will knock and announce themselves. If there is no response, this procedure will be repeated once. If there is still no response, staff will then announce that they are entering the premises before keying into the room. When consent is not provided, the room may be entered without the student’s permission and items in plain view that are specifically prohibited or pose an immediate danger to the room, safety or life will be removed.

At the close of the residence halls and during breaks, the Residential Life staff will enter rooms to check that the proper checkout procedure was followed for example: appliances unplugged, trash removed, windows closed, lights off, doors locked, etc. The complete checkout instructions are disseminated at closing floor meetings. Failure to checkout properly will incur an improper checkout charge.

Residential Life staff may conduct room or health & safety inspections several times each semester. Rooms are inspected for illegal prohibited items and/or anything that poses a hazard to the health and safety of residents. Violations will result in disciplinary action against the resident and confiscation of prohibited items. Inspection periods will be announced in advance. Removal of violation at the time of inspection does not negate participation in the SUNY OW student conduct process. It is preferred that students be present during inspections; however, staff will enter rooms with or without the presence of students.

The New York State Fire Marshal may conduct fire safety inspections at any point during the semester or year. Rooms are inspected for fire safety violations, illegal prohibited items and/or anything that poses a hazard to the health and safety of residents. Violations will result in disciplinary action against the resident and confiscation of prohibited items. Removal of violation at the time of inspection does negate participation in the SUNY OW student conduct process. Inspection periods are typically not announced in advance and are at the discretion of the New York State Fire Marshal. All inspections are done with a member of Residential Life Staff. It is preferred that students be present during inspections; however, staff will enter rooms with or without the presence of students.

See also Prohibited Items and Confiscation.

Room Usage

Residents are expected to utilize the room in a manner consistent with the standards established by this guide, the Code for Student Conduct, and University rules and regulations.

Residents are expected to share space equitably with their roommate(s). The shared space may not be set up in such a way that prevents easy access to exits and windows in case of an emergency. Each student is allocated 1 bed, desk chair, drawers, desk & closet. Students who misappropriate more than their allocated furniture, at any point during the year, may be held accountable through the Code for Student Conduct.

Sales and Solicitation

Residents may not sell or solicit any services or products within the residence halls, nor use their room or suite for commercial purposes.

Self-Care

Students are expected to maintain appropriate levels of self-care. In addition to support from Residential Life Staff, students have access to the Student Health Center and Counseling and Psychological Wellness Services.

See Student Health, and Counseling and Psychological Wellness (CPW)

Service Animals

A service animal assisting a person with disabilities in accordance with ADA guidelines is permitted within the residence halls. All service animals must be approved by the Office of Student Disabilities before moving into the halls. You can get further information directly from the Office of Student Disabilities website.

Sexual Assault, Sexual Harassment, Title IX

SUNY University at Old Westbury will promptly respond to all complaints of sexual discrimination, harassment, and violence. The purpose of Title IX is to prevent sex discrimination on campus, address reported assaults and incidents, limit the effects of harassment on the educational environment, and prevent its recurrence.

For the most up to date policy information and list of campus resources see:

Title IX

We encourage all students to seek safety and support through reporting and utilizing Residential Life staff within the halls and our offices.

Additional resources are available at SUNY Violence Response

Smoke Detectors

Never cover, attempt to dismantle, or otherwise tamper with the smoke detectors in your room or hallways. Tampering with fire equipment is a misdemeanor offense, it also endangers the lives of all community members.

Interference with or misuse of fire alarms or other life safety/security equipment or programs is a violation of the University’s Code for Conduct and may lead to fines and/or removal from housing.

Smoking & Vaping Policy

Smoking and vaping are prohibited in all residence halls regardless of age. Smoking and vaping are permitted in pre-approved designated areas only. 

Designated smoking areas can be found at Code for Student Conduct

Social Event Policy

A resident wishing to conduct a social gathering that is not a club or organization event must properly register the event with the Community’s RHD no less than 14 business days prior to the event and adhere to all social event policies outlined below:

• No social events are permitted in rooms
• A gathering is considered a social event when there are: four people in a single room, six in a double room, and nine in a triple room
• The number of people attending a lounge social event may not exceed fire code regulations. The total number of people varies for each lounge. Contact your RHD for exact totals
• The resident(s) hosting a social event are responsible for insuring that all housing policies and regulations are followed, that the noise level does not carry beyond the immediate area of the event, and for preventing the overflow of guests or the event into the hallways and other areas of the residence hall
• The lounge and lounge furniture must be returned to its original condition
• The resident(s) hosting the social event are liable for all room, suite area and/or lounge area damages that occur, including those for which guests are responsible

Failure to comply with any of the above policies will result in the termination of the social event, and possible disciplinary action.

Sports in the Halls

Engaging in games of frisbee, football, handball, basketballs, hockey, lacrosse, soccer, bicycle riding in-line skating, hover boarding, scooter or skateboard riding, running, and participating in other such activities within the residence halls is not allowed.

Storage Policy

The University has no storage units available for students.

Sprinkler Systems

Sprinkler systems help contain and extinguish fires in buildings. The sprinkler heads are delicate pieces of equipment and will discharge water if damaged. Residents are required to maintain an 18-inch clearance around the sprinkler heads. Never hang items from the sprinkler heads or pipes as they are easily damaged and may activate. Misuse/tampering with a sprinkler head is a violation of the University’s Code for Student Conduct.

100% of resident rooms are protected by sprinklers within the Woodlands Residence Halls.

Academic Village – The Academic Village residence halls have an automatic smoke detection system with automatic alerting to the fire department and University Police. 0% of resident rooms have sprinkler coverage.

Subletting

Students shall not assign or sublet their housing license to any part or all of the premises. Subletting includes short-term or temporary rental arrangements including, but not limited to, those offered through peer-to-peer accommodation services including but not limited to Airbnb, Craigslist, or Couchsurfing. Assigning or subletting may result in disciplinary measures and/or license revocation without compensation.

Trash

Dumpsters for trash are located in the rear of each residence hall. It is the residents’ responsibility to properly dispose of trash and to assist housekeeping staff in keeping the residence hall area clean. Under no circumstances should trash or any other item be thrown in hallways, stairwells, and lobby areas or out of windows. Clean-up of excessive trash in any of the above-mentioned areas will result in damages charges.

Visitation and Overnight Policy

The University’s Visitation Policy was developed to protect residents’ rights to security, privacy, and comfort and to prevent unauthorized persons from entering the campus and/or staying overnight in the residence halls.

The overnight guest policy is suspended for the first 2 weeks of each new semester. Residence Hall Directors have the ability to adjust, extend or suspend visitation and overnight privileges as needed.

Visitation Policy

A Visitor is defined as any person who does not reside in the hall, but they wish to visit. The Office of Residential Life professional staff and/or University Police can suspend visitation to any residence hall for safety or security concerns.

RESIDENTIAL STUDENTS (Hall to Hall Visitation)

A “Hall to Hall” Visitor is defined as a current Resident student wishing to visit another Resident student in a residence hall other than their own. A “Hall to Hall” visitor wishing to visit can do so by having their Host sign them in and providing a valid SUNY Old Westbury ID to the Office of Residential Life staff at the front desk located in the residence hall during designated times. All Visitors must sign in every time they enter the residence hall and sign out every time they leave. All visitations must comply with the Residence Hall Roommate Agreement. Residents can update or make changes as needed to accommodate all residents in the room.

COMMUTER STUDENTS

A Commuter student wishing to visit a Resident in the residence halls can do so between 9:00 a.m. and 12:00 a.m. by having their Host sign them in and providing a valid SUNY Old Westbury ID to the Office of Residential Life staff at the front desk office located in the residence hall. All Visitors must sign in every time they enter the building and sign out every time they leave. Commuter students may not enter the building while the RA Office is not staffed. Commuter students must leave the residence halls by 12:00 a.m.

NON-AFFILIATED INDIVIDUAL

A Non-Affiliated Individual (friends, parents, and relatives, etc.,) wishing to visit a Resident in the residence halls can do so between 9:00 a.m. and 12:00 a.m. by having their Host sign them in and providing a proper photo identification to the Office of Residential Life staff at the front desk office located in the residence hall. All Visitors must sign in every time the enter the residence hall and sign out every time they leave. If an RA is not present in the office, the Resident should call the RA On Duty number. Non-Affiliated Individuals may not enter the building while the RA Office is not staffed. Non-Affiliated Individuals must leave the residence halls and campus by 12:00 a.m.

UNDERAGE GUESTS

An Underage Guest is any person under the age of 18 wishing to visit a Resident in the residence halls. All underage guests must be pre-approved by the Office of Residential Life before entering the residence halls, regardless of the time of day. Residents wishing to have an Underage Guest in the residence halls must submit a request to the RHD (Residence Hall Director) by 5:00 p.m., two (2) business days before the date of the Underage Guest's visit. Approved Underage Guests can visit a Resident in the residence halls between 9:00 a.m. to 11:00 p.m. Underage Guests may not enter the building while the RA Office is not staffed.

Overnight Guest Policy

Residents are limited to one (1) Overnight Guest per night. The maximum number of Overnight Guest visits per resident is four (4) nights per month.

Any Overnight Guests is defined as a Non-Resident person who is in a Resident student’s room after 12:00 a.m. (midnight).

An Overnight Guest is permitted only after obtaining an approved Overnight Guest Pass (can be obtained from your Residence Hall Director or Office of Residential Life.)

All Overnight Guest Pass applications must be agreed upon by the Host's roommate(s) through signed approval.

Overnight Guests will not be approved during the first two (2) weeks of the semester and final exam periods.

Overnight Guests may not be approved during winter break and summer sessions.

Each Overnight Guest has a limit of four (4) nights overnight in the residence halls per thirty (30) calendar days, regardless of Host.

Overnight Guests under the age of 18 will not be approved for overnight passes and must leave at designated times as indicated above.

*In collaboration with the SUNY Old Westbury Athletics program, there is a separate pre-approved process for the Overnight Athletic Guest Program.

Residents wishing to host an Overnight Guest must complete an Overnight Guest Request Form. Approval from the roommate(s) must be obtained before the Overnight Guest Pass is issued. Once registered, the Overnight Guest’s name will be provided to University Police for placement on the Overnight Guest List.

The form must be completed and approved by the RHD by 4:00 p.m. two (2) business days before the date of the Overnight Guest (i.e., requests for an Overnight Guest on Friday night should be submitted by 4:00 p.m. the Wednesday beforehand.)

An Overnight Guest Pass will be issued to the Overnight Guest when they initially enter the residence hall of their Host Resident. Overnight Guests are required to carry the Overnight Guest Pass at all times. The Overnight Guest Pass must be produced upon request by any member of the University Police Department, Office of Residential Life staff, or SUNY Old Westbury staff member for the duration of their stay. Overnight Guest Passes must be claimed by 11:30 p.m. at the RA Office of the building where the Host lives. Overnight Guest Passes cannot be issued after this time.

Any Resident found responsible for hosting Overnight Guests without permission may face strict sanctions including the possibility of immediate suspension from the residence halls. Areas not designated for sleeping (lounges, hallways, suites, etc.) may not be used for sleeping by anyone.

Residence Hall Visitation Procedures

In the Woodlands residential community, a Visitor passes the first sliding door and comes to the front desk and awaits their Host. In the Academic Village residential community, a Visitor comes to the Bolivar Hall RA Office with their Host.

Visitors must present valid physical photo identification: Current Resident students and Commuter student visitors will show their valid SUNY Old Westbury ID for identification. Non-Affiliated Guests must show state/other government photo identification.

Office of Residential Life staff will complete the Visitor’s Log with the Visitor’s information.

Visitors and Hosts will notify the Office of Residential Life staff upon exit.

No Visitor (hall to hall or otherwise) shall be allowed to enter any residence halls without following the above steps. This process must happen every time a Visitor enters and exits the building. Failure to do so is a violation of the SUNY Old Westbury Code for Student Conduct.

**Please note the Office of Residential Life can suspend the Visitation and Overnight Guest Policy as needed due to extenuating circumstances. **

See also Campus Access.

Windows

Residents responsible for any noise or objects coming out of windows will be subject to appropriate disciplinary action. Residents are not permitted to remove the screens from windows, yell, play music loudly, drop things from windows, climb out of windows, sit on the window ledge, or climb up onto any roofs. This applies to all lounge windows as well as individual room windows. Damage to windows and screens will be billed to the parties responsible.

The Residence Hall Association

The Residence Hall Association (RHA) is the student governing body for the residence halls. They serve two major functions:

1. Campus-wide program initiatives, including coordinating with RHDs as well each Residence Hall Council. Some of the programs that RHA coordinates annually include Spring Fest and Tunnel of Oppression.
2. Raise concerns of resident students. RHA seeks to determine what needs/issues are of particular concern to residential students, to determine the appropriate University channels for voicing those concerns, and to then empower other resident students to make a difference in campus living.

RHA and Hall Councils provide a great opportunity for students to get involved and shape their residential experience. Each semester students run for executive board positions and are elected within their respective communities.

National Residence Hall Honorary

“The National Residence Hall Honorary (NRHH) is the premiere honorary supported by the leading international organization advocating for the interests and welfare of residence hall students, while also providing opportunities for their personal growth and development. NRHH strives to provide recognition for individuals who have contributed to the advancement of the University and university housing. It ensures the advancement of member chapters through resource sharing, programming, and leadership development opportunities to contribute and support the vision of the National Association of College and University Residence Halls, Incorporated.” – NACURH

Our Mission:

The Excelsior Chapter of the National Residence Hall Honorary is an organization comprised of the top 1% of student leaders that have contributed to the Old Westbury Community. We, the Cranes of the National Residence Hall Honorary, desire to connect students to a larger picture through developing leadership and participating in service initiatives. The Excelsior Chapter shall serve as a stepping-stone for accomplished leaders who have soared to new heights and have earned the honor of being recognized for their diligence and commitment to the University community at large.

Academic Support

SUNY Old Westbury is committed to providing comprehensive services and activities that complement the learning process and maximize students’ abilities to realize their educational and life goals.

The University offers a number of academic support services ranging from academic advising to tutoring.

All staff and faculty associated with these functions work together to assist students in understanding and meeting the University's requirements and in obtaining timely, accurate information and assistance.

• Academic Advising Center
• Office of Services for Students with Disabilities (OSSD)
• Educational Opportunity Program (EOP)
• First-Year Experience (FYE)
• Math Learning Center
• Math Redesign Lab
• Writing Center
• Tutoring Center
• Women's Center

Please see Academic Support & Services for the most updated information. A number of RA and RHA/RHC programs within the halls center on academic success.

Counseling and Psychological Wellness Services (CPW)

Many students encounter challenges throughout their time at SUNY Old Westbury. Counseling is aimed at helping students navigate these challenges, whatever they might be.

Counseling and Psychological Wellness Services (CPW) offers FREE and CONFIDENTIAL counseling to all students, including individual counseling, couple counseling and psychiatric consults. CPW is open Monday to Friday, 9:00 a.m.-5:00 p.m., and you can find them in the Wellness Wing of the Campus Center (I-Wing, Suite 102.) To make an appointment, call them at (516) 876-3053 or visit the office. Residential Life staff are happy to walk over with you to connect you with their helpful staff.

When social distancing guidelines are in effect, counseling and psychiatric services will be delivered by video-chats and phones. To schedule an appointment during social distancing, please email counselingcenter@oldwestbury.edu.

Panther Community Care Center

The Panther Community Care Center (PCCC)'s mission is to provide ethically sound and exceptional programs and services to the University community that address their needs and concerns in a safe space. As Licensed Social Workers, they are an addition to the CARE Team entrusted to augment the support, services, programs, and education of our student body. The PCCC team aims at addressing the basic needs of the Panther community/family at the grassroot level. PCCC strives to deploy a collective approach to identify internal and external available resources to eradicate food and/or housing insecurities and to attend to other emergencies to promote overall academic success and wellness.

Food Services

All resident students are required to have a meal plan. There are three meal plan choices available to residents. A number of dining options are available in different locations across campus. Students with food allergies or other dietary needs are encouraged to speak with the Director of Dining Services about their needs.

The Panther Food Pantry at the PCCC stocks nonperishable foods including everything from quick snacks to the ingredients for full meals. We cater to the Panther Community at large and offer items to meet students' basic food needs and personal hygiene. We operate on a first-come first-serve basis and always welcome the opportunity for collaboration on Food Drive initiatives to support our mission of addressing Food Insecurity in the Panther Community. The Panther Food Pantry is in the Campus Center, K-100 (next to the Library). It is open Tuesdays and Wednesdays between 12:00 p.m. and 4:00 p.m.

Internet Access

Each room in the Woodlands is equipped with wireless internet. ResNet, our Wi-Fi service, is available throughout the Woodlands Halls and Academic Village. Any connectivity or internet issues can be reported by submitting a service request through Information Technology Services (ITS).

Laundry Facilities

Each Woodlands Hall has its own laundry facility, which is currently open 24 hours a day, seven days a week. In the Academic Village, the laundry facility is located in “Cafe 9,” which is connected to Anthony Hall. You may reload panther dollars through the ConnectOW portal. Problems with the laundry machines and card readers should be addressed to the Resident Assistant or the Residence Hall Director.

Lounges

Lounges are only to be used for relaxation and as places for study. Lounges are designated as either General/Multi-purpose or Study Lounges. Ask your RA or Residence Hall Director for specific designations. The Resident Assistant Staff utilizes these lounges for resident student programs and activities. A resident wishing to reserve lounge space must register the event with the Residence Hall Director no less than 2 weeks prior to the event and adhere to all social event procedures as outlined in the Guide to Campus Living.

All lounge space is for the use of resident students or resident student groups only. Use of the facilities by other campus students or groups is at the discretion of the Residence Hall Director.

Mail

The University operates a post office substation. The Mailroom handles the distribution of residents' mail.

The University will assign each resident a mailbox. Woodlands Hall mailboxes are on the ground floor by the RA office. Mailboxes for the Academic Village are located by the Mailroom in the Campus Center (next to the Library.) If mail is found not addressed to the student, they should bring it to the RA Office or return it to the Mailroom. Large packages must be picked up at the Mailroom.

All student mail (personal and delivery services) sent to the institution should be labeled as follows below:

Please do not include any additional information in your address, other than what is indicated above.

For packages sent through Amazon, you do not need to include your Dorm/Hall, Mailbox #, Room #, and/or Nicknames.

Maintenance

Facilities Management handles maintenance requests and is responsible for maintaining all residence halls and other campus facilities. Services provided include plumbing, carpentry, electrical, painting, and common area custodial care. In the event that service is needed in your room, please submit a maintenance request through your OW portal, where a work order will be generated to remedy the problem(s). In the event that a service is needed in a common space (i.e, common room, bathroom, etc.), please notify your RA/RHD through email for a work order to be generated. Your signature may be necessary to process the work order. Work order requests are processed in the order of severity of the situation.

Residents are encouraged to report all maintenance problems promptly through the maintenance request system. Student rooms and their furnishings are property of the University, and therefore, appropriate personnel have been assigned to complete the necessary repairs. If it is determined that a student is responsible for the damages, they will be billed for the repair. Such requests may result in a billing for the time and labor associated with the repair.

RA Office

Each Woodlands residence hall has an RA Office on the first floor by the main entrance to the hall. This office also accommodates the front desk. The RA Office for the Academic Village is at the front of Bolivar Hall. The offices are staffed at various hours during the day from 8:00 a.m. to 8:00 p.m., Monday - Friday. Specific day and nighttime office hours are posted on the community office’s front windows. The RA Office provides the following services: recording/reporting emergency maintenance requests, room check-in/check-out, equipment check-in/check-out, resident room lockouts, and lounge accessibility.

In the Woodlands, the front desk is staffed by RAs and Desk Attendants. After hours, the Front Desk of each hall is open every night Friday through Wednesday from 8:00 p.m. to 2:00 am and 10:00 pm – 3:00 am on Thursday, unless otherwise posted.

Residence Hall Director Office

In the Woodlands, the Residence Hall Director (“RHD”) Office is located within the RA Office. RHD office hours are posted within the hall.

In the Academic Village, the RHD Office is located at the front of Bolivar Hall.

Safety and Security

The safety and security of our community is of paramount importance. Some measures in place for your safety include:

• Residential Life Staff
• Safety Aides
• The University Police Department (UPD)
• Security Cameras, Desk Attendants, ID secure entry system (in the Woodlands)
• Pin pad bathrooms with unique codes by wing (in the Woodlands)

We expect that all community members will do their part to ensure our community is safe. Please report any suspicious activity or security issues to ORL or UPD staff as soon as possible.

Student Health

The Student Health Center (“SHC”) is open to all registered students of the University. The SHC is staffed by registered nurses, physicians, and a nurse practitioner. Hours of operation are available on the SHC webpage. Please call the SHC to schedule an appointment.

Contact Information:

Campus Center, Wellness Wing (just past Counseling and Psychological Wellness)

Phone: (516) 876-3250

Fax: (516) 876-3142

Email address: studenthealth@oldwestbury.edu

Website: Student Health

Eligibility for Campus Housing

You are eligible for campus housing only if you:

• Are a full-time student (carrying 12 or more credits) *
• Have completed an online housing application
• Have paid the housing deposit – also available online
• Are in good financial and disciplinary standing with the University

*Exceptions to full-time status can only be granted by the Director of Residential Life (D-ORL) or the (Interim) Vice President of Student Affairs (I-VPSA) or Vice President of Student Affairs (VPSA)

Check-In

The procedures for check-in are as follows:

1. Report to the assigned area/building office at the date and time indicated in your assignment letter. You will then receive confirmation of your room assignment if you have not already received it.
2. You will be required to complete some administrative forms, for example, our Kerry Rose fire safety sheet, and financial cancellation process*, etc., prior to receiving your keys.
3. Upon receiving your key from your area/building office, you will receive a copy of your Room Condition Report (RCR). Your RCR was completed by a Residential Life staff member before your arrival. Your signature on this form acknowledges that you have received a copy of the RCR with all pre-existing damages/imperfections that the Office of Residential Life is aware of. You should thoroughly walk your room, note any damages not listed on the RCR at your check-in time, and return it to the RA Office within 24 hours of your arrival. Failure to complete, sign and return your copy of the form will result in the resident’s assumption for any damage in the room as per the Office of Residential Life’s records.

*Please note: Students with financial holds will be required to clear all financial holds before they are allowed to check-in to their rooms. You must have a current Bursar's receipt stamped "Approved for Room and Board" if your name is on the not allowed in housing list.

Check-Out

At the end of your housing contract, you are required to vacate or checkout from your room no later than 24 hours after your last examination or the official closing date, whichever comes first. The Office of Residential Life will provide the specific closing dates and times, which will be communicated at closing floor meetings. The University reserves the right to remove residents prior to, or charge for occupancy beyond, the deadline.

Whenever you permanently check out of your room you must abide by the following check-out procedures:

1. At least 24 hours prior to leaving your housing, arrange for a check-out as designated by your building’s RHD. This does not apply for those wishing to use express check-out.
2. Remove all personal belongings, empty closets and drawers (double-check for overlooked items), and dispose of all trash from your room in the dumpster outside your building. The University cannot be held responsible for items that you have left in the room after check-out or closing of the residence halls. Additionally, all such items will be disposed of at the cost of the student.
3. During your check-out appointment, with your Resident Assistant, you will review the condition of your room and furnishings. All findings will be recorded on your RCR, which will serve as a preliminary assessment of damages. Then, return your keys to the staff member. You will receive a copy of the RCR before you leave.
4. If you are the last person to vacate a room, you should make certain that windows are locked, blinds are left open, all lights are off, and all doors are locked.

The final damage assessment is completed by the Residence Hall Director responsible for the hall. RAs cannot guarantee that no charges will be assessed for the room.

Express Check-Out

This option is available to students who either wish to leave at a non-traditional time or are unable to arrange for a check-out time with their RA. Students must pick up an Express Check-out envelope from the Office of Residential Life or from their RHD. Students must provide the requested information on the envelope, place their keys inside the envelope, seal it and return it to either their RHD or the Office of Residential Life. Students must note that using the Express Check-out option results in forfeiture of the ability to appeal any room damage charges.

Consolidation

SUNY Old Westbury reserves the right to reassign residents at any time before or during occupancy to administratively fill vacancies and/or to consolidate rooms for the purpose of achieving the most efficient use of residence hall space. A consolidation process takes place each semester. Failure to comply with consolidation requirements may result in referral to the Office of Community Standards.

Early Arrivals

Residents may not occupy or deliver items to their rooms prior to the official Residence Hall opening date. The official opening date for new residents is different from the official opening date for continuing residents.

Late Arrivals

Residents must notify the Office of Residential Life if they plan to arrive after the official opening date for University housing. Housing assignments will not be held beyond 12:00 am midnight on the 2nd day of classes. Residents who do not check into their assignment after this deadline may forfeit their housing deposit and assignment.

Immunizations

New York State Public Health Law (Article 21, Title VI, Section 2165) requires all enrolled University students born after January 1, 1957, to show proof of immunity against measles, mumps, and rubella. All University students must also either provide proof of vaccination against meningitis or sign a waiver of declination for meningitis vaccination.

These records are required upon entry to the University and are kept on file in the Office of Student Health Services. Failure to comply with immunization requirements will result in termination of your license agreement.

Improper Check-Out

All personal possessions, furnishings, trash, and discarded items must be removed from the resident’s assigned room prior to checking out of the space. Failure to comply with any checkout procedures will result in the forfeiture of your room and common area damage and key deposits (amounting to $110.00). Additional damages incurred will be billed to the individual student’s account, to be paid in excess of the $110 improper checkout fine. Improper checkout also results in forfeiture of the ability to appeal any room damage charges.

Remaining items will be considered abandoned 24 hours after the semester ends. Staff will remove remaining items in the resident’s room after checkout, at the owner’s expense. Note that this policy does not apply at the end of the Fall semester if the student is registered for classes and housing for the subsequent Spring semester.

No Show Item Removal

Students who fail to claim their space for the Spring semester will be given 5 days to arrange to remove their belongings. If students fail to make such arrangements or fail to follow through on their obligation to retrieve items on an agreed timeline then, the University will consider these items abandoned and dispose of the remaining items as it deems fit. Such action will be communicated via your old Westbury e-mail account.

Charges for room occupancy, associated charges with item removal and disposal will be billed to the student account.

Damage & Key Deposits - $110

The University requires a $110 deposit for campus residency, which is applied to your student account when a room assignment is made. It is held for the following items:

Room Damage:

You are required to maintain a room damage deposit while you live on campus, including summer sessions. Damages to University property within your room/suite and/or charges for reconditioning, e.g., unclean rooms will be assessed against your room/suite damage deposit. In the event two students occupy the same room and it cannot be ascertained which student is responsible for the damage and/or charges, the assessment will be made against both equally.

Common Area Damage:

You will be required to maintain a deposit to defray costs of repair to public areas in and around the halls throughout each semester you live on campus. This deposit policy is in line with SUNY regulations and is intended to curtail vandalism in the halls as well as to help the University recover its costs for repairing and/or excessive cleaning of common area surfaces, structures or windows (in lounges, hallways, stairways, etc.) and for replacing, repairing or servicing discharged, damaged or missing fire equipment. The policy will be used only in cases when a person or persons cannot be identified as responsible for the specified damages. In such instances, all residents of a particular floor or residence hall will share equal financial responsibility for damage to a common area.

Key:

you are required to maintain a key deposit. Keys must be returned to your area office at the end of each semester. Failure will result in forfeiture of your damage and key deposits amounting to $110.00. If keys are lost or stolen, all appropriate cylinders will be changed at an additional cost of per cylinder ($110 for a double room). All charges for replacement cylinder(s) and/or key(s) will be deducted from your damage and key deposit. To receive your key-deposit refund, all keys must be surrendered immediately upon check out from your room. In the Academic Village, lost keys replacement will include any keys for suitemates.

Damage Charges

Residents are liable for all damage to the room, floor and residence hall that occur during their residency (including those for which guests are responsible). Damage charges are defined as damage, theft, repair, or replacement of University property that have resulted from deliberate acts of destruction, negligence, or theft. Repair and replacement of items resulting from normal use will not be included in damage assessments. Whenever damages or theft of University property cannot be assigned to specific individuals, the charges are divided equally among the residents of the affected suite, floor, residence hall, or residence hall complex. This means that if any damage or theft occurs in such areas as a bathroom, suite, or common areas such as stairwells, hallways, lounges, or building exterior which cannot be properly charged to an individual, all members of the suite, floor, building or area community will be billed equally. Damages and/or charges occurring within your room will be billed equally between roommates if the responsibility cannot be determined.

Residents are therefore encouraged to lock their room and suite doors whenever they leave their living area and immediately report all suspicious behaviors or persons to Residential Life or University Police staff. Also, if building doors are not functioning properly or are not locked by the designated time, immediately report these concerns to Residential Life or University Police staff.

Damages will be assessed for the possession and removal of extra or unauthorized furnishings found in any student room or area (e.g., lounge furniture, extra beds or mattresses, etc.). Any abandoned items left in rooms will be discarded, and the student will be assessed a damage charge for removal.

Final damage charge assessments will be completed by Residence Hall Directors through a review of your Room Condition Report (RCR) and thorough inspections of all residence halls. If no damage charges are apparent, residents will receive a full refund of their damage deposits. If damage exists, but cannot be assigned to specific individuals, damage charges will be assessed against resident damage deposits and a letter delineating the charges will be e-mailed to them. The assessed amount will be deducted from the deposits, and the balance will be forwarded to the student from the Bursar's office.

Please Note: Damage charges that extend beyond a resident’s room damage deposit will be the responsibility of that resident and assessed to their University bill.

See also Damage & Key Deposits - $110

Financial Cancellation

All student bills must be cleared prior to the beginning of each academic semester. Typically, this due date is in August for the Fall semester and in January for the Spring semester. Please consult your e-bill, within http://connect.oldwestbury.edu/ for the most up to date information on your bill and due dates.

Students who clear their account bill are approved to move into their halls at the assigned time.

Students who are not cleared by the due date are "financially cancelled" from their classes, residential housing assignment, and meal plan. Students cannot move in until their bills are cleared at the Bursar's Office.

Students who are then cleared must bring an "Approved for Room & Board Stamp" from the Bursar Office to the Office of Residential Life to reactivate their housing and meal charges.

Please contact the Bursar with questions regarding your bill.

Medical / Accessible Room Requests

There are limited medical single (ADA) rooms in each of the Woodland halls. A student who wishes to request an ADA room due to physical or psychological need must have their medical or psychological professional provide supporting documentation to the Office of Services for Students with Disabilities (OSSD). OSSD will discuss the student’s medical and/or mental health records with the provider and make a recommendation to the Director of Residential Life. Assignments are made based on date of request.

Minors in Housing

Because our supervisory capacity is not geared toward the accommodation of those under the age of consent, SUNY Old Westbury does not typically provide on-campus housing for students who enroll at the age of 17 but will not turn 18 years old until after their first year of studies have ended. If you are a minor student, you will be required to complete a parental verification as part of your housing application in order to reside on campus. In all cases legal guardians for students under the age of consent at move in will be required to complete the “authorization for a minor child” form.

Not Allowed in Housing

Students with financial holds will be required to sign a “Not Allowed in Housing” agreement prior to checking in to housing. If financial clearance is not provided by the Bursar’s Office by the financial cancellation date (as set by the Office of the Bursar), you may be required to check out of housing. Within the first six weeks of the semester, billing for room and board can be returned according to the proration schedule.

Advance Cancellation

The housing deposit is not refundable after July 1 for Fall semester reservations and December 15 for Spring semester reservations. If you cancel after these dates, you forfeit your housing deposit. A housing deposit made after these dates is non-refundable 30 days from the date your application is received by the Office of Residential Life or the first day of classes, whichever comes first. However, if you are placed on a housing waiting list and you cancel your application, you will be entitled to a housing deposit refund, providing you were not offered a space within the halls.

License Agreement Termination

The housing license is in effect for both the Fall and Spring semesters of the academic year. Students may be released from their Housing License Agreement after the Fall semester only under the following conditions: Not enrolled at the University, December graduation, Study abroad and/ or other similar situations. Residents who fulfill the above-mentioned criteria may request permission to cancel their License Agreement by submitting a "Housing Cancellation" form and any supporting documentation.

Filling out this form does not relieve you from your housing agreement; you must receive written approval from the Director of Residential Life. In addition, a resident who vacates their room without License Agreement cancellation approval is not relieved of the responsibility to fulfill the terms.

The approval of a "Request to Terminate" releases the University from any present or future obligation to provide room and board for the resident, provides for the reassignment of the space the resident had previously occupied at the option of the University, and releases the resident from the responsibility to fulfill his/her License Agreement obligations.

Students will have 24 hours to vacate the room unless approved by the Director of Residential Life or their designee.

If you are suspended, dismissed, or expelled from the residence halls or the University for academic or disciplinary reasons, you will not be given refunds of any deposits or room charges. If your housing is terminated, you will receive a letter from the Director of Student Conduct outlining your check-out timeline (see Check-out section). If you remain in the residence halls after the outlined process, you will be subject to arrest for trespassing.

The Office of Residential Life reserves the right to either cancel housing contracts or to refuse housing assignments to those students who consistently violate the rules and regulations in the Guide to Campus Living and/or the Code for Student Conduct.

Refund Policy

Please note that the Bursar’s policy on refunds supersedes any information published here and this information is subject to change without notice. For the latest refund information, contact the Office of the Bursar.

For residents continuing from the Fall to the Spring semester, occupancy is defined as failure to obtain written approval of a “Request for Housing Termination” cancellation request, failure to remove all possessions from the residence and/or failure to return all keys prior to the opening day of the residential facilities for the Spring semester.

Rooms occupied during a portion of a week shall be considered as having been occupied the room space for a full week. There shall be no refund for less than a week. The request for refunds shall include the reason that the refund is sought.

Requests for refund of a room rent and/or board (meals) must be made by completing a “Housing License Release Request” obtained from the Office of Residential Life. Room rent is payable in advance of occupancy. A student who withdraws from the residence halls any time before the semester's midpoint is liable for rent at prorated rates based on the week of termination. A student who withdraws after the 6th week of the semester is liable for the full semester’s rent.

Room occupancy charge rates are not affected by brief lapses in service. Residents who are suspended/dismissed/expelled from the Residence Halls or the University for academic or disciplinary reasons will not be given refunds of room occupancy charges and damage deposits.

Proration Schedule for Housing and Meal plan refunds

Campus Access (not limited to Residence Halls)

After 10:00 P.M., the entry point for all campus visitors is the Main Campus entrance on Route 107. Unless a visitor’s name appears on the Authorized Visitors List or the subject of visitor’s pass, entrance to the campus will not be permitted. For resident and commuter students a valid Old Westbury ID card is necessary for entrance to the campus. All visiting non-students must leave a form of photo identification with the Officer at the Gatehouse upon entering the campus. The identification will be returned to the visitor upon exiting the campus by 12:00 midnight.

Persons who try to enter campus or the residence halls without authorization are considered trespassing and subject to arrest. Residents who harbor unauthorized persons or otherwise permit their rooms to be shared by persons not assigned by the University may be subject to immediate interim suspension of visitation privileges or interim suspension from the residence halls, pending a hearing.

University Campus Safety Report

At the State University of New York at Old Westbury, the safety and well-being of our students, faculty and staff is always a primary concern. The University Police Department has primary responsibility for safety on campus; however, a truly safe campus can only be achieved through the cooperation of students, faculty, and staff. Each year the University prepares a University Campus Safety Report which addresses safety issues on campus and details crime statistics for that and the previous two years. It is important for all University community members to examine the information supplied in the Campus Safety Report. A review of the report will help develop and maintain a safe environment for all on campus. The report is published by October 1st of each year and can be found in hard copy throughout campus and at University Police Headquarters and on the University website in the University Police Section.

Emergency Communications

SUNY Old Westbury is participating in SUNY-NY Alert, an emergency information system that sends text messages, e-mail announcements, and automated voice-mail messages to those who wish to receive them in an emergency at Old Westbury. This system will also be employed in times of inclement weather to announce class cancellations. All students, faculty and staff are urged to sign up for this system.

Further Information

Should you have difficulty locating information or resources, the University website is a good first step to locating it. If you need further assistance, our staff is happy to help you connect with the appropriate resource(s).